Description:
This position coordinates the administrative activities of the Director, Economic Development and of the division to enable efficient divisional operations and provide comprehensive and professional services to internal divisions. Provide small scale project coordination to support new divisional initiatives. Demonstrate judgment and independence to meet the Director’s and Department’s requirements and corporate service standards, best practices, policies and guidelines.
Distinctions: Administrative focused with assumed lead for coordinating work processes, workflow and deadlines. Responsible for research and making recommendations on solutions to support initiatives. Coordinates and contributes to a program, database maintenance, communication standards or specialized small-scale projects. Provides guidance and assumes lead for delegating work assignments to meet deadlines and deliverables.
OPERATIONAL ACCOUNTABILITY
- Provide organized and proactive administrative support to the Director, Economic Development, and to a sectional or divisional team of professionals; including preparation, review, processing and distribution of correspondence, documentation, presentations and reports, and answering queries.
- Act as point of contact for administrative functions such as records management, asset management, space planning, time entry and accounting services.
- Complete accurate work within established timeframes and meet external deadlines under pressure.
SCHEDULE AND LOGISTICAL SUPPORT
- Coordinate and ensure daily itinerary is current, discuss priorities and maintain calendar, email, correspondence, and/or other related requests that require immediate attention on behalf of the Director in a timely and professional manner.
- Coordinate and organize local and international meeting requests, events, public/staff attendance, or other related requests; book and arrange conference rooms, IT resources, travel arrangements, conference registration, accommodation, and refreshments or as required in support of a smooth and efficient meeting by minimizing scheduling conflicts.
- Conduct preliminary research to establish benchmarks, identify profiles of businesses and contacts, gain insight on programs and processes, and provide relevant information to the Director.
- Manage and track timelines, limitation periods and deadlines
COMMUNICATION AND REPORTING
- Manage communications professionally with all internal and external stakeholders, including assistants acting on behalf of Executives/CEOs/Presidents of private and local/international companies and organizations to follow up on potential business partnerships, as well as communication with senior level government officials and their representatives.
- Prepare and create correspondence, briefing and summary notes, reports and presentations, ensuring completed materials accurately capture meeting notes and next steps, and meet established deadlines and confidentiality.
- Act as a communication channel for organizational notices and provide relevant information to staff to ensure effective communication of impending deadlines of assignments in a timely and efficient manner to meet goals and objectives as assigned by the Director.
CUSTOMER SERVICE
- Take inquiries from internal and external stakeholders, prioritize requests & respond accordingly.
- Provide prompt and professional service within service expectations
- Build and maintain a positive relationship with internal and external stakeholders, including representatives from international businesses, and foreign governments.